This Privacy Policy sets out how we, ICON.net Limited, Friars Court, College Street, Gloucester GL1 2NE, collect, store and use information about you when you use or interact with our website, www.iconnet.co.uk (our website) and where we otherwise obtain or collect information about you. This Privacy Policy is effective from 25th May 2018.
This section summarises how we obtain, store and use information about you. It is intended to provide a very general overview only. It is not complete in and of itself and it must be read in conjunction with the corresponding full sections of this Privacy Policy.
We collect and use information from website visitors in accordance with this section and the section entitled Disclosure and additional uses of your information.
Web server log information
We use a third party server to host our website Rackspace Inc. the privacy policy of which is available here
Our website server can log the IP address you use to access our website as well as other information about your visit such as the pages accessed, information requested, the date and time of the request, the source of your access to our website (e.g. the website or URL (link) which referred you to our website), and your browser version and operating. Our server is located in the United Kingdom.
Use of website server log information for IT security purposes
We and our third party hosting provider Rackspace Inc. can collect(s) and store(s) server logs to ensure network and IT security and so that the server and website remain uncompromised. If required, this would include analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber-attacks, by detecting unusual or suspicious activity.
Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our hosting provider Rackspace Inc. to make, any attempt to identify you from the information collected via server logs.
Legal basis for processing: compliance with a legal obligation to which we are subject (Article 6 (1) (c) of the General Data Protection Regulation). Legal obligation: we have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.
Legal basis for processing: our and Rackspace Inc. legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interests: we and our third party hosting provider have a legitimate interest in using your information for the purposes of ensuring network and information security. Cookies and similar technologies
Cookies are data files which are sent from a website to a browser to record information about users for various purposes.
We use cookies and similar technologies on our website, including analytical and targeting cookies. For further information on how we use cookies, please see our cookies policy which is available here:
You can reject some or all of the cookies we use on or via our website by changing your browser settings or non-essential cookies by using our cookie control tool, but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please click here for more information.
We use Google Analytics on our website to understand how you engage and interact with it. For information on how Google Analytics collects and processes data using cookies, please visit here: You can opt out of Google Analytics tracking by visiting here:
Information we collect when you contact us
We collect and use information from individuals who contact us in accordance with this section and the section entitled Disclosure and additional uses of your information.
When you send an email to the email address displayed on our website we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email).
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6 (1) (b) of the General Data Protection Regulation). Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).
Transfer and storage of your information
We use a third party email provider to store emails you send us. Our third party email provider is Rackspace Inc. and their privacy policy is available here
Contact form
When you contact us using our contact form, we collect [name and email address as mandatory]. We also collect any other information you provide to us when you complete the contact form, including any optional information, such as: [address, phone number or company name].
If you do not provide the mandatory information required by our contact form, you will not be able to submit the contact form and we will not receive your enquiry.
If you do not supply the optional information required by our contact form, such as phone number we will not be able to respond to your enquiry by phone.
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6 (1) (b) of the General Data Protection Regulation). Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).
Transfer and storage of your information
Messages you send us via our contact form will be stored within the European Economic Area on our third party hosting or email provider. Our third party email and hosting provider is Rackspace Inc. Their privacy policy is available here
Phone
When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us.
We do not record phone calls.
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation) Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6 (1) (b) of the General Data Protection Regulation). Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).
Post
If you contact us by post, we will collect any information you provide to us in any postal communications you send us.
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation) Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6 (1) (b) of the General Data Protection Regulation). Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).
We collect and use information from individuals who interact with particular features of our website in accordance with this section and the section entitled Disclosure and additional uses of your information.
E-Newsletter
When you sign up for our e-newsletter on our website or opt to receive news and potential offers from us by entering their name and email address and clicking submit, we collect only your name and email address.
Legal basis for processing: your consent (Article 6 (1) (a) of the General Data Protection Regulation). Consent: you give your consent to us sending you our e-newsletter by signing up to receive it using the steps described above.
Transfer and storage of your information
We use a third party service to send out our e-newsletter and administer our mailing list, Mailchimp. Their privacy policy is available here
Information you submit to subscribe for our e-newsletter will be stored outside the European Economic Area on third party mailing list provider’s servers based in United States of America.
As a processor, MailChimp will is required under contract to ensure that any data transfers outside the EEA will be made in accordance with applicable law. To achieve this, MailChimp has certified to the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework see certification here
In practice, this means that MailChimp in the U.S. is considered a "safe" recipient of personal data of its customers and their subscribers that is transferred from the EU and/or Switzerland to the U.S. by offering an "adequate level of protection" for such personal data (as determined by the European Commission). The Privacy Shield will remain an adequate data export mechanism under the GDPR (Art 45(9)).
Additional information regarding cross-border data transfers under the GDPR is included within MailChimp GDPR guide.
For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the European Economic Area.
Use of web beacons in emails
We use technologies such as web beacons (small graphic files) in the emails we send to allow us to assess the level of engagement our emails receive by measuring information such as the delivery rates, open rates and click through rates which our emails achieve. We will only use web beacons in our emails if you have consented to us doing so.
For more information on how we use web beacons in our e-newsletter emails, see our cookies policy which is available here for more information about our third party mailing list provider and they use web beacons see MailChimp privacy policy here
Transfer and storage of your information
Information you submit to us via the registration form on our website will be stored within the European Economic Area on our third party hosting provider’s servers in London, United Kingdom. Our third party hosting provider is Rackspace Inc. see privacy policy here
For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the European Economic Area.
This section sets out the circumstances in which will disclose information about you to third parties and any additional purposes for which we use your information.
Disclosure of your information to service providers
We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:
Our third party service providers are located in England, United Kingdom apart from Email and E-marketing, which are located in the United States of America.
Your information will be shared with these service providers where necessary to provide you with the service you have requested in accessing our website to obtain services from us.
Legal basis for processing: legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our business efficiently.
Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6 (1) (b) of the General Data Protection Regulation). Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.
We disclose your information to other third parties in specific circumstances, as set out below.
Providing information to third parties such as Google Inc. Google collects information through our use of Google Analytics on our website. Google uses this information, including IP addresses and information from cookies, for a number of purposes, such as improving its Google Analytics service. Information is shared with Google on an aggregated and anonymised basis. To find out more about what information Google collects, how it uses this information and how to control the information sent to Google, please see here
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest(s): meeting our contractual obligations to Google under our Google Analytics Terms of Service
You can opt out of Google Analytics by installing the browser plugin here:
Transfer and storage of your information
Information collected by Google Analytics is stored outside the European Economic Area on Google’s servers in the United States of America.
For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the European Economic Area.]
TapClicks, provides prospective SEO clients with detailed SEO audit reports that show progress over time. Analyse organic performance of your SEO campaign. Identify potential backlink sources, manage and report your progress with performance metrics from Google Analytics, Search Console, AdWords, Facebook, and Bing Ads. Their privacy policy is available here
Sharing your information with third parties, which are either related to or associated with the running of our business, running of our business, where it is necessary for us to do so. These third parties include our:
Accountants, Smith-Heath Limited, Cheltenham England. We share information with our accountants for tax purposes. For example, we share invoices we issue and receive with our accountants for the purpose of completing tax returns and our end of year accounts their privacy policy is available here
Legal services, Laytons LLP Bristol, England. We will share your information with these third parties only where it is necessary to enable these third parties to be able to provide us with the relevant advice. Their privacy policy is available here
Insurance services, Hiscox - Essex, England. We will share your information with our professional indemnity insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them. Their privacy policy is available here
Insurance Broker, John Ansell & Partners Limited, London England. We will share your information with our insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them. Their privacy policy is available here
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest: running and managing our business efficiently.
Sharing your information with a prospective or actual purchaser or seller in the context of a business or asset sale or acquisition by us, a merger or similar business combination event, whether actual or potential.
Legal basis for processing: legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest(s): sharing your information with a prospective purchaser, seller or similar person in order to allow such a transaction to take place.
Disclosure and use of your information for legal reasons
Indicating possible criminal acts or threats to public security to a competent authority
If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect that we fraud or a cybercrime has been committed or if we receive threats or malicious communications towards us or third parties.
We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interests: preventing crime or suspected criminal activity (such as fraud).
In connection with the enforcement or potential enforcement our legal rights
We will use your information in connection with the enforcement or potential enforcement of our legal rights, including, for example, sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights that we have under copyright law or tort law).
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest: enforcing our legal rights and taking steps to enforce our legal rights.
In connection with a legal or potential legal dispute or proceedings
We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest(s): resolving disputes and potential disputes.
For ongoing compliance with laws, regulations and other legal requirements
We will use and process your information in order to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one or to the National Crime Agency in connection with suspected or potential money laundering matters.
Legal basis for processing: compliance with a legal obligation (Article 6 (1) (c) of the General Data Protection Regulation). Legal obligation(s): legal obligations to disclose information which are part of the laws of England and Wales or if they have been integrated into the United Kingdom’s legal framework (for example in the form of an international agreement which the United Kingdom has signed).
Legal basis for processing: our legitimate interests (Article 6 (1) (f) of the General Data Protection Regulation). Legitimate interest: where the legal obligations are part of the laws of another country and have not been integrated into the United Kingdom’s legal framework, we have a legitimate interest in complying with these obligations.
This section sets out how long we retain your information. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.
Retention periods
Order information: when you place an order for goods and services, we retain that information for six years following the end of the financial year in which you placed your order, in accordance with our legal obligation to keep records for tax purposes.
Correspondence and enquiries: when you make an enquiry or correspond with us for any reason, whether by email or via a contact form or by phone, we will retain your information for as long as it takes to respond to and resolve your enquiry, and for 36 further month(s) after which point we will delete your information.
E-Newsletter: we retain the information you used to sign up for our e-newsletter for as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.
Criteria for determining retention periods
In any other circumstances, we will retain your information for no longer than necessary, taking into account the following:
We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:
Our web servers are housed behind a secure firewall that prevents access to our databases from unauthorised users and are housed in a secure environment operated by Rackspace. Each datacenter is restricted by biometric authentication, keycards, and 24x7x365 surveillance.
Transmission of information to us by email
Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.
We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.
All of your information is stored in the following European Economic Area (EEA) countries UK, Germany, France, Sweden and Ireland.
Your information will be transferred and stored outside the European Economic Area (EEA) in the circumstances set out below. We will also transfer your information outside the EEA or to an international organisation in order to comply with legal obligations to which we are subject (compliance with a court order, for example). Where we are required to do so, we will ensure appropriate safeguards and protections are in place.
Information you submit to us by email is transferred outside the EEA and stored on our third party email provider’s servers. Our third party email provider is: Rackspace Inc. You can access their privacy policy here:
Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.
Safeguard(s) used: Rackspace Inc. has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46 (2) (f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here:
E-Newsletter
Information you submit to us when you sign up for our e-newsletter is transferred outside the EEA and stored on our third party mailing list provider’s servers. Our third party mailing list provider is: MailChimp You can access their privacy policy here:
Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.
Safeguard(s) used: The Rocket Science Group. has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46 (2) (f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here:
Google Analytics
Information collected by Google Analytics (your IP address and actions you take in relation to our website) is transferred outside the EEA and stored on Google’s servers. You can access Google’s privacy policy here:
Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.
Safeguard(s) used: Google has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46 (2) (f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here:
TapClicks, Inc.
Information collected by TapClicks, Inc. (your IP address and actions you take in relation to our website) is transferred outside the EEA and stored on TapClicks servers. You can access TapClicks privacy policy here:
Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.
Safeguard(s) used: TapClicks has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46 (2) (f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here:
Subject to certain limitations on certain rights, you have the following rights in relation to your information, which you can exercise by writing to ICON.net Limited, Friars Court, College Street, Gloucester GL1 2NE or sending an email to: privacy@iconnet.co.uk
In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation.
For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available here:
Further information on your rights in relation to your personal data as an individual
The above rights are provided in summary form only and certain limitations apply to many of these rights. For further information about your rights in relation to your information, including any limitations which apply, please visit the following pages on the ICO’s website: Individual rights and is my information being handled correctly which is available here:
You can also find out further information about your rights, as well as information on any limitations which apply to those rights, by reading the underlying legislation contained in Articles 12 to 22 and 34 of the General Data Protection Regulation, which is available here:
Verifying your identity where you request access to your information
Where you request access to your information, we are required by law to use all reasonable measures to verify your identity before doing so.
These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.
How we verify your identity
Where we possess appropriate information about you on file, we will attempt to verify your identity using that information.
If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your information.
We will be able to confirm the precise information we require to verify your identity in your specific circumstances if and when you make such a request.
We update and amend our Privacy Policy from time to time.
Minor changes to our Privacy Policy
Where we make minor changes to our Privacy Policy, we will update our Privacy Policy with a new effective date stated at the beginning of it. Our processing of your information will be governed by the practices set out in that new version of the Privacy Policy from its effective date onwards.
Major changes to our Privacy Policy or the purposes for which we process your information
Where we make major changes to our Privacy Policy or intend to use your information for a new purpose or a different purpose than the purposes for which we originally collected it, we will notify you by email (where possible) or by posting a notice on our website.
We will provide you with the information about the change in question and the purpose and any other relevant information before we use your information for that new purpose.
Wherever required, we will obtain your prior consent before using your information for a purpose that is different from the purposes for which we originally collected it.
Because we care about the safety and privacy of children online, we comply with the Children’s Online Privacy Protection Act of 1998 (COPPA). The Children's Online Privacy Protection Act (COPPA) is a law created to protect the privacy of children under 13. The Act was passed by the U.S. Congress in 1998 and took effect in April 2000. COPPA is managed by the Federal Trade Commission (FTC)
We do not knowingly contact or collect information from persons under the age of 13. The website is not intended to solicit information of any kind from persons under the age of 13. It is possible that we could receive information pertaining to persons under the age of 13 by the fraud or deception of a third party. If we are notified of this, as soon as we verify the information, we will, where required by law to do so, immediately obtain the appropriate parental consent to use that information or, if we are unable to obtain such parental consent, we will delete the information from our servers. If you would like to notify us of our receipt of information about persons under the age of 13, please do so by sending an email to privacy@iconnet.co.uk
“Do Not Track” is a privacy preference that users can set in their web browsers. When a user turns on a Do Not Track signal in their browser, the browser sends a message to websites requesting that they do not track the user. For information about Do Not Track, please visit here
At this time, we do not respond to Do Not Track browser settings or signals. In addition, we use other technology that is standard to the internet, such as pixel tags, web beacons, and other similar technologies, to track visitors to the website. Those tools may be used by us and by third parties to collect information about you and your internet activity, even if you have turned on the Do Not Track signal.] For information on how to opt out from tracking technologies used on our website, see our cookies policy which is available here:
The copyright in this Privacy Policy is either owned by, or licensed to, us and is protected by copyright laws around the world and copyright protection software. All intellectual property rights in this document are reserved.
Official License Number: 9504 | Protected by Copyscape | All Rights Reserved.
Appendix 1
Safeguards for overseas transfers
If you have any queries about this policy please feel free to contact ICON.net Limited.
Name & Registered Office
ICON.net Limited
Friars Court
College Street
Gloucester
Gloucestershire GL1 2NE
Company registered in England and Wales with Company No. 3370741
Registered with the Information Commissioner's Office No. Z102561X
